Step weight and real forecast
The revenue forecast weighs each step, instead of adding everything up as closed.
Example "Proposal sent" is worth 40%. "Contract being signed" is worth 90%.
Features guide — One platform. Ten groups of features. All in the same project.
Funnels, rules, forms, automations, AI agents, projects, goals, WhatsApp, permissions and integrations. No feature is locked by plan: in the free trial you use everything.
- No credit card
- Full access during the trial
- Ready-made template on first access
- documented features
- 77
- automation triggers, conditions and actions
- 8 · 4 · 23
- levels of project hierarchy
- 4
- places where a form fits
- 7
- types of goal
- 6
- endpoints in the open API
- ~200
The full map
The 77 features, at a glance
Click a group to see the highlights with a usage example.
01 · Funnels and steps
- Funnel with steps
- Business areas
- Project name per funnel
- Step weight and real forecast
- Mandatory video at the step
- Clone funnel
- Automatic sorting (14 criteria)
- Timesheet at the step
- Kanban, calendar and list
- Entry and exit restrictions
- Hierarchy restriction
- Step lock
- Movement checklist
- Tags that call another area
- Status per funnel
- Forecast with change counter
- Migration mode (5 min)
- Reusable form
- Required and conditional fields
- Registration form
- Public form
- Requests by role
- Standalone form with link
- Versions
- Counter
- Export to spreadsheet
- Deadlines that chase on their own
- Distribution by draw
- Create project hierarchy
- Reaction to value
- Content sent in the project
- Webhook and email
- Record per run
- Advanced syntax
- Rule-fed goals
- AI agent
- Step assistant
- Answer in a form field
- Agent pipeline
- Audited runs
- Route when the AI fails
- Model profiles
- Prepaid credits
- Briefing agent
- Project in several funnels
- 4-level hierarchy
- Template project
- Chat per project
- Named internal channels
- Work inbox
- Notebook
- Attachments up to 95 MB
- Cost and revenue per project
- Step metrics
- Funnel metrics
- Goals and OKRs (6 types)
- Composite goal
- Goal that triggers an action
- Impact scale
- Several numbers, one funnel each
- Three ways to connect
- Ad source
- Recovered history
- Operation through WhatsApp only
- Approval via WhatsApp
- Combined roles
- Funnel access
- Cost and revenue with a double lock
- Inactive users don't pay a license
- Second factor and corporate alias
- History of everything
- Open API
- MCP (ChatGPT and Claude)
- Webhook per automation
- Embedded public form
- Import and export spreadsheets
- Zapier, Make and n8n
01 · Funnels and steps
Each workflow becomes a funnel you can see
Sales, support, purchasing, hiring: what runs through email or spreadsheets today becomes columns with an owner, a deadline and a rule.
suaempresa.olie.aiIllustrative exampleALBRCS
Funnel
← Back | Sales · Sales funnelTo contactR$ 0,00 • 49 projects
AnaWhatsAppInstagram Ads
P-471Padaria EstrelaStatusIn Progress
BrunoWebsite
P-427Mercado Bom PreçoStatusIn Progress
CarlaReferral
P-62Studio FormaStatusIn Progress
+ Options
First contactR$ 0,00 • 6 projects
AnaAI: score 8
P-846Clínica VidaStatusIn Progress
DiegoReferral
P-430Escola AuroraStatusIn Progress
+ Options
Meeting bookedR$ 42.000,00 • 2 projects
BrunoMeeting 2 PM
P-321Construtora AlfaStatusIn Progress
RevenueR$ 42.000
+ Options
ProposalR$ 36.500,00 • 3 projects
BrunoStalled 3 days40%
P-328Ótica CentralStatusStalled
RevenueR$ 9.000
Diego60%
P-380Transportes RioStatusIn Progress
RevenueR$ 27.500
+ Options
NegotiationR$ 61.000,00 • 1 projects
Carla80%Legal
P-229Hotel MiranteStatusIn Progress
RevenueR$ 61.000
+ Options
ClosedR$ 12.400,00 • 1 projects
AnaWon
P-270Café AromaStatusComplete
RevenueR$ 12.400
+ Options
Mandatory video at the step
Training inside the process: it opens on its own the first time and records who watched it.
Example Whoever moves the order to "Invoicing" for the first time watches the 3-minute video first.
Timesheet at the step
Press Play, and the time at each step becomes project cost, in man-hours.
Example Answers "how much does paying a bank slip cost?": 12 minutes of finance × hourly rate, at each step.
- Business areas organize many funnels by department or store
- Project name per funnel: ticket in support, deal in sales
- Clone funnel replicates steps, checklists and permissions in one click
- Automatic sorting by 14 criteria: priority, revenue, date, impact
- Kanban, calendar and list over the same projects
02 · Flow rules
The rule you designed is the rule that happens
Nobody skips a step. Not even the administrator. That is what makes the process hold without someone watching.
suaempresa.olie.aiIllustrative exampleALBRCS
Sales funnel
← Back | Funnels › Edit funnelEdit restrictions of the "Proposal" stage
×
Restrictions
They limit entry to and exit from the stage: the project only enters or leaves when it meets every criterion.
Stage restrictionThe project only enters or leaves if it is in the chosen stage.
Tag restrictionPasses only with the right tag on the project.
Funnel status restrictionPasses only with the chosen funnel status.
Decision restrictionA filter on any project field, with And and Or.
Close
Entry and exit restrictions
By step, tag, status or form answer.
Example "Only enters Production with a signed proposal."
Tags that call another area
The tag is seen in every funnel and works as a trigger, without email or mentions.
Example The "manager support" tag makes the project show up in the manager's approval funnel.
Forecast with change counter
Shows how many times the date was pushed back. Repeated rescheduling is a hidden blocker.
Example Forecast changed 6 times: the manager knows before the customer complains.
- Hierarchy restriction: the parent only moves forward when the children finish
- Step lock: "Lost" status doesn't enter "Invoicing", not even by automation
- Movement checklist with an owner and an alert per item
- Status per funnel: "won" in sales, "pending" in finance
- Migration mode: 5 minutes without locks to move projects in bulk, with a record
03 · Forms
Every loose spreadsheet and document becomes a form
The form collects the data, locks the step, feeds the AI, triggers the automation and exports to a spreadsheet.
suaempresa.olie.aiIllustrative exampleALBRCS
Funnel
← Back | Sales · Sales funnelAdd informationProject: Construtora Alfa / Stage: Meeting scheduled
×
#972[CRM] Presentation meeting···
Sales funnel · form for the Meeting scheduled stage09/24/2026, 2:00 PM
meet.suaempresa.com/rec/alfa-2409
+H
Paste transcript here
BIUSA⌄☰⌄</>▭▦÷⌫
Client wants 3 projects under the same contract; first site due in November…
H
BIUSA⌄☰⌄</>▭▦÷⌫
Type "/" to open commands
Save
Required and conditional fields
Tree-shaped form. A required field keeps the project from leaving the step.
Example Supermarket order: bakery → cakes → quantity.
Requests by role
Catalog of internal requests. Each person sees only what they can request, without seeing the funnel.
Example The salesperson requests a lunch reimbursement. The director requests a trip. Nobody sends an email.
Public form
A link or a code snippet on your website. The answer already creates the project in the right funnel.
Example The website quote form creates the project in "New lead".
- Reusable form in 7 places: funnel, step, customer, contact, user, project or standalone
- Registration form: a customer can only be saved with CNPJ and industry
- Standalone form with link valid for a period of time, answered without login
- Versions for weekly checklists without losing the history
- Counter measures how many times the proposal was rejected
- Export to spreadsheet: every form is an exportable database
All of this already comes built into the templates. Create the account, choose a template and see it working with your data.
Start free for 30 days04 · Automations
When, if and then rules, without coding
8 triggers, 4 conditions and 23 actions, configured on screen and chained up to 5 levels deep.
suaempresa.olie.aiIllustrative exampleALBRCS
Automations
← Back | Settings › AutomationsConfigure automation
×
Filter components
Trigger · 8
This is where it all starts: the trigger fires the automation.
Project idle in a stageDetects how long the project has sat still in a stage
Project moved to a stageWhen the project enters a specific stage
Project field changedWhen any project field is changed
Tag linked to the projectWhen a tag is added to the project
Form editedWhen a project form is edited
Project date reachedFunnel forecast or a date field of the form
Project runWhen the run starts, ends or both
Content sent in the projectAn integration response or a note from the team
ⓘ Trigger requiredActions and conditions only appear after you choose the trigger.
Save
Deadlines that chase on their own
Time idle at the step triggers cascading alerts.
Example 1 day: owner. 3 days: manager. 5 days: director.
Distribution by draw
Work split across the team without a rotation spreadsheet.
Example A new lead draws a salesperson among those available.
Reaction to value
A field changed, and the owner, tag or step changes.
Example Revenue went from R$ 10 mil to R$ 1 milhão: assigns the senior salesperson.
- Create hierarchy: approved → creates Frontend, Backend and Tests as children
- Content sent in the project: a customer message marks "Awaiting reply"
- Webhook and email at the right moment: "Invoicing" notifies the ERP
- Record per run: "caused by: tag 'urgent' added by Ana at 2:02 PM"
- Advanced syntax for messages and calculated fields
- Rule-fed goals: any form data becomes a goal
05 · AI agents
AI specialists at the right step, with cost per run
The agent knows where it is in the process, reads what it needs and saves the answer in a field. From there, the rule takes over.
suaempresa.olie.aiIllustrative exampleALBRCS
Funnel
← Back | Funnels › Edit funnelEdit the assistant of the "AI support" stage
×
Stage assistant details
Assistant of the "AI support" stage
On every new message ⌄
AI support ⌄
Sales assistant×
Input
A new customer message arrived on the WhatsApp of project {{project.code}}.
Follow the instructions: check the project details, read the channel conversation and reply to the customer.☰ Apply variable</> Test syntax
Output
Save the result to the project contentSave the result to a form fieldError handling
Human ⌄
If the assistant fails, the project moves to the chosen stage and a person takes over.ActiveSave
Step assistant
The AI works at a position in the process: on entry, on exit or when someone asks.
Example A résumé arrives in "Screening", the agent evaluates it and saves the score. Below 75, a rejection tag.
Audited runs
Prompt, tokens, cost and time of each run. You know how much the AI costs per process.
Example "163 runs in the month, US$ 1,65."
Agent pipeline
Several specialists in sequence, with no human in between.
Example Article: extractor → writer → reviewer, each at a step.
- AI agent: model, instructions, reference documents and tools, reusable
- Answer in a form field: the AI output triggers the next rule
- Route when the AI fails: an error becomes a human review queue
- Model profiles: Standard, Economy or Performance
- Prepaid credits with a statement per run and optional auto top-up
- Briefing agent: the customer's audio becomes a structured briefing
06 · Projects and hierarchy
The same project crosses areas without being duplicated
A ticket becomes a sale, the sale becomes a receivable. Same project, same code, three funnels. You see where it got stuck without asking.
suaempresa.olie.aiIllustrative exampleALBRCS
Project details
← Back | Funnels › PD-2847PD-2847Order 2847 · Construtora Alfa
StatusIn Progress
CustomerConstrutora Alfa
FunnelsSales · Documentation · Production · Shipping · Installation · After-sales
TagsApprovedBeing installed
SummaryChecklistNotebookFormsFilesContentFunnelLinksRunsStage history
Configure summary
Project funnels time spent in the stage · time in the current stage so far
Sales···
First contact53 secSite visit1 dQuote3 hNegotiation2 dProposal accepted21 dLost
Documentation···
Contract signed23 minERP registration3 hTax check13 secApproved19 dRejected
Production···
Scheduling3 hCutting2 dAssembly4 dPainting1 dQuality control3 hReleased9 dRework
Shipping···
Picking2 hInvoice14 minLoading1 hIn transit2 dDelivered5 dReturn
Installation···
Schedule crew1 dInstallation6 hCustomer inspection2 dAcceptance formAdjustments
After-sales···
Satisfaction surveyWarrantyReferralDone
Project in several funnels
The same item goes through the areas carrying its whole history.
Example Ticket → deal → receivable, always with #4812.
4-level hierarchy
Parent, child, grandchild and great-grandchild. From strategy to micro-task, in one place.
Example Launch → campaigns → assets → revisions.
Work inbox
Mentions, assigned and created by me, with state: unread, replied, done.
Example You start the day with 6 mentions, not 60 emails.
- Template project: standardized name and forms already attached
- Chat per project with audio, files and records
- Named internal channels ("Legal", "Finance") in the same project, with "Awaiting reply"
- Notebook: living documentation with pages and versions
- Attachments up to 95 MB
- Cost and revenue per project visible only to those allowed
07 · Goals and metrics
You see where the operation gets stuck, without asking for a report
Metrics live at the step, where the action happens: average time, entries, bottlenecks and goals that trigger rules.
suaempresa.olie.aiIllustrative exampleALBRCS
Goals
← Back | Settings › GoalsGoalsSet goals and track progress live
Search+ New goal| Title | Type | Frequency | Status | Progress | Change | Target | Mode | % | History | Start | |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Proposals approved in the month | Projects in stage | 30 | Active | 8 | ↓ 74.19% | 30 | Target | 27% | 33 | 01/01/2025 | |
| Orders delivered on time | Projects in stage | 30 | Active | 33 | ↑ 6.45% | 30 | Target | 110% | 33 | 01/01/2025 | |
| Conversations started | Projects in stage | 30 | Active | 17 | ↓ 8.11% | 30 | Target | 57% | 33 | 01/01/2025 | |
| Tickets solved by AI | Projects in stage | 30 | Active | 42 | ↑ 12.50% | 40 | Target | 105% | 20 | 01/01/2025 | |
| Customers activated | Projects in stage | 30 | Active | 16 | ↓ 5.88% | 30 | Target | 53% | 33 | 01/01/2025 | |
| Leads qualified by AI | Projects in stage | 30 | Active | 120 | ↑ 18.40% | 100 | Target | 120% | 12 | 01/01/2025 | |
| Hires this semester | Projects in stage | 30 | Completed | 9 | ↓ 10.00% | 10 | Target | 90% | 6 | 01/01/2026 |
Step metrics
Average time, entries, maximum and minimum, over 3 periods.
Example "Average acceptance time: 9 hours." Whoever asks knows how long they will wait.
Goals and OKRs (6 types)
Target or limit, in cycles of 1 to 365 days, per person or per team.
Example Key result: 40 proposals in the quarter. The goal shows 27 of 40 and who contributed.
Goal that triggers an action
The goal or limit was exceeded: the rule acts. It is not a number on a dashboard.
Example More than 10 open tickets: notifies the supervisor.
- Funnel metrics: 40% of projects went back to "Adjustments" in the month
- Composite goal: the team's goal is the sum of each person's goals
- Impact scale from 1 to 10 per project
08 · WhatsApp and conversations
The conversation with the customer stays in the company, not on someone's phone
Several numbers, each in its own funnel. The message becomes a project, the agent replies, the human takes over when needed.
suaempresa.olie.aiIllustrative exampleALBRCS
Funnel
← Back | Sales · Sales funnelP-846Marina · Doces da Nina
×
Main# WhatsApp+Content ⌄
09/22/2026
Project
Hi! I saw your ad on Instagram. Do you make 200 boxes, 40×40?
09:1209:12
Olívia · AI agentHi, Marina! Yes, we do. What date do you need them by and which city is the delivery to?
By the 30th, delivery in Campinas.
09:14The agent filled in the form: 200 units · deadline 09/30 · Campinas
09/23/2026
10:05
Ana LimaGood morning, Marina! The proposal is ready: R$ 4.800, delivery on the 29th. Can I walk you through it in 15 minutes?
Could we do tomorrow at 2 PM?
10:2010:22
Sent outside OlieDeal, tomorrow at 2 PM!
Meeting booked → the project moved to "Meeting booked"
AI suggestion: send a meeting reminder 1 hour before?Use
Type a message…
AL
Several numbers, one funnel each
Whoever answers doesn't choose where the reply comes from. The conversation is recorded in the company.
Example The sales number goes to the sales funnel; the support number, to the support funnel.
Ad source
When a Facebook or Instagram ad opens WhatsApp, the campaign data goes into the form.
Example You know which ad brought the lead that closed R$ 48 mil.
Operation through WhatsApp only
Part of the team works without opening the platform: receives, replies and moves through WhatsApp.
Example The order from 4 stores arrives and is handled without anyone opening Olie.
- Three ways to connect: official Meta API, Evolution connector or QR code hosted by Olie
- Recovered history: the last 10, 25, 50 or 100 messages when connecting
- Approval via WhatsApp: the director replies with free text, a button or a form and the project moves
09 · Permissions
Each person sees and does only what they need
Permissions by role and by funnel. Each person's role, and what they pay, comes from what they do on the platform.
suaempresa.olie.aiIllustrative exampleALBRCS
Role · Sales coordinator
← Back | SettingsCreate and edit sales funnelsYes
See project revenueOnly in assigned funnels
See cost (double lock)No
Move the approval stepNo · hierarchy restriction
Export dataNo · Partner only
Second factorOn
Combined roles
The combined permissions define the role: Operational, Managerial or Partner.
Example Granting permission to edit a funnel moves the person up to Managerial.
Funnel access
All projects, only assigned ones or only those I created.
Example A project without an owner stays invisible until management distributes it.
History of everything
Edit and movement logs in each project.
Example "Who changed the proposal value?" is answered in one click.
- Cost and revenue with a double lock: the field team doesn't see revenue
- Inactive users don't pay a license: one salesperson left, another joined, same account
- Second factor via app and corporate alias for notifications
10 · Integrations
Three doors to the rest of your systems
Native WhatsApp, open API and MCP. What the screen does, the API does too.
suaempresa.olie.aiIllustrative exampleALBRCS
Integrations
← Back | Settings · IntegrationsIntegrationsWhatsApp numbers that send and receive messages through Olie
5 numbers included+ New integrationWhatsApp Sales · (11) 99999-8881ActiveHosted by Olie · created on 09/01/2026
Creates projects in Sales · Lead intake⋮Customer service · (11) 99999-8882ActiveOfficial API (Meta) · created on 09/02/2026
Creates projects in Support · New ticket⋮Finance · (11) 99999-8883ActiveOfficial API (Meta) · created on 09/03/2026
Creates projects in Collections · New message⋮Leadership · (11) 99999-8884ActiveOwn server (Evolution) · created on 09/04/2026
Creates projects in Management · New messages⋮Downtown store · (11) 99999-8885PausedHosted by Olie · created on 09/05/2026
Doesn't create projects⋮Open API
Projects, funnels, forms, customers, goals and automations, with the same permissions as the screen.
Example The ERP creates the order in Olie when the invoice is issued.
MCP
Connect Olie to ChatGPT or Claude and ask about the operation.
Example "How is project 412 going?" answered by Olie and Git, together.
Zapier, Make and n8n
Through the API and webhooks, these tools talk to Olie.
Example An n8n flow creates the project and Olie takes care of the rest.
- Webhook per automation: a signed contract fires to the signature tool
- Public form embedded in your website
- Import and export spreadsheets: a base of 19 thousand customers imported on day one
Questions about the features
Do all these features come in any plan?
Yes. There is no basic plan and no locked feature. The price changes with each person's role, and AI agents use prepaid credits.
Do I need someone technical to set it up?
No. Funnels, forms, automations and agents are built on screen by the Managerial role. The API and the advanced syntax exist for those who want to go further.
Can I migrate what I already have in Trello, ClickUp or spreadsheets?
Spreadsheets come in through import. The API creates projects in bulk, and migration mode lets you move everything at once without the locks.
Can the AI agent mess things up with the customer?
The agent saves the answer in a field and the rule decides what happens. You choose where human approval comes in, and each run is recorded.
Choose a template and see all of this running today.
30 days free, with full access.
- No card
- No feature locked
- Cancel anytime on the monthly plan
Updated on · Source: Olie Flow AI technical knowledge base